SiteMason's volunteer & needs tracking system manages several levels of needs/services and tracks the hours and services donated by volunteers. This system was developed in partnership with PENCIL Foundation and originally deployed for the MNPS (Metro Nashville Public School) district. In addition to tracking volunteering and needs across a school system, the system can be scaled down for individual institutions or used by businesses and organizations to track and report the volunteer activities of their members.

The tracking system is used and maintained through web interfaces tailored to each relevent constituency. Community service providers log into the system and submit applications to provide specific services to individual institutions, which the institution can then review and comment on. The service providers can also post the services they offer generally. Volunteers log in to note their participation and hours. Volunteer coordinators and institution managers (principals) use the web interface to manage volunteers, review offered services, and post unfilled needs, which volunteers and service providers can then respond to. Robust reports can be generated, detailing hours volunteered at a given institution, for a need, or across a system. The economic value of these donated services can be pulled in to generate estimated donation reports as well.

View the MNPS Volunteer System User Manual

We will work with you to scale the tracking system to your organization's custom needs. The following tiers provide a base for you to gauge your requirements:

Institutionial System: $4,000
A smaller setup, this configuration intended for individual schools and organizations. The tier provides full access to all the tracking system's features while limiting constituency. The system's look-and-feel will be branded appropriate to your organization.

• branded system interface
• 5,000 users total, covering volunteers, students, community service provider staff, and institution staff
• tracking for one institution
• training of system managers on data entry, management, and reporting

District System: $10,000
This full setup manages volunteer activity across multiple related institutions. The system's interfaces will be customized to your graphical and layout specifications.

• customized system interface
• tracking for unlimited linked institutions
• unlimited user logins
• training of system managers on data entry, management, and reporting

Other Services
25% of contract amount per year for ongoing maintenance and upgrades
$300 per server if co-locating hardware at our facilities is desired
$100 per hour to change graphics, templates, and other site design
$100 per hour data entry charge
$150 per hour for custom programming modifications